Youth Action Fund: Operations Manager

LOCATION

SALARY

COMPANY

DEPARTMENT

EMPLOYMENT TYPE

JOB DESCRIPTION

Youth Action Fund is a youth-led 501(c)(3) organization dedicated to breaking down barriers to activism by providing resources to young people in Florida. YAF is building a movement of young Floridians to effect progressive change, and we’re looking for a Operations Director to strengthen our impact.

The Operations Manager will shepherd day-to-day internal financial management and operations to ensure our organization is running smoothly behind the scenes. This role reports to the Executive Director, and will directly manage supporting finance and operations staff. In addition, as a member of the Directors team, you will contribute to organizational decision-making at a high-level.

Core Responsibilities:

• Financial Management, Planning & Reporting [50%]

• Oversee YAF’s daily financial operations, including management of team members responsible for cash, credit cards, bank, accounts receivable, and accounts payable processes.

• Coordinate and supervise financial management, including monthly actuals tracking, financial dashboards, invoicing, and c3-c4 cost sharing by serving as primary liaison for external bookkeepers/accountants.

• Supervise monthly financial reporting by acting as the primary reviewer on various reports to ensure accuracy and quality, including organizational budgets and trackers.

• Proactively develop and enhance financial systems, processes, and policies.

• Support management on YAF’s annual budgeting process, assisting on planning and analysis to ensure organizational goals are achieved fiscally and compliantly.

• Develop and maintain processes to manage departmental budgets, working with department heads to ensure departmental spending is aligned with established budgets and needed adjustments are implemented.

• Support YAF’s grant and revenue management processes and systems, coordinating with development staff to ensure revenue is organized and compliant with all grant, funder, and contract requirements.

• Lead on YAF’s annual financial audits and coordinate with external accountants to ensure accurate and timely IRS 990 filings.

• Manage budget forecasting, expenditure tracking needs as necessary to advise Management to make real-time financial decisions.

• Prepare financial reports and materials for YAF staff, leadership, Board, and funders as needed, working in partnership with the Executive Director and Development team to present these to various stakeholders.

• Logistics

• Provide comprehensive logistics support as needed, including booking/managing travel itineraries, lodging and venue spaces for events in consultation with programmatic staff.

• Serve as the primary point of contact for staff logistics concerns and requests; support logistics needs for staff retreats, convenings, and related travel.

• Oversee fulfillment of material, equipment and supply needs for organizational offices and events; conduct inventory regularly to anticipate resupply.

• Internal Operations & Administration [50%]

• Oversee bi-weekly payrolls, PTO (paid time off) allocation, reimbursements, benefit administration and other compensation disbursements as needed; support with technical issues when presented.

• Manage and maintain current organizational systems (e.g. travel, employee time tracking, documentation management) and evaluate the efficiency of YAF systems.

• Coordinate jointly with the Executive Director to create and implement new management and administrative processes, policies, and practices that maximize organizational capacity and impact.

• Lead YAF’s (RFP) processes and vendor/consultant contract development.

• Maintain systems for administrative document storage, organization, and access to information via Google Drive in compliance with YAF policies.

• Manage the preservation of institutional knowledge through the maintenance and management of internal documentation, including but not limited to organizational manuals and staff portals.

• Manage the YAF business insurance portfolio including participating in the annual renewal process, COI requests, claims, and broker communication.

• Support management/team leads with tailoring and facilitating application and hiring process; direct onboarding process of new staff members.

• Oversee internal and external invoicing process alongside accounting vendors.

• Serve as primary reviewer and manager of inbound notices, letters and other materials delivered by mail, ensuring reverent information is relayed and required correspondences are conducted.

• Compliance

• Oversee the organizations’ state charitable, business, and organizational registrations and renewals to ensure all registrations are kept current and in good standing.

• Serve as primary liaison for external legal counsel by soliciting and relaying guidance and supporting staff inquiries as needed.

• Provide counsel to YAF staff on 501(c)(3) / 501(c)(4) compliance as it regards organizational programming and activities; proofreading materials for compliance purposes.

• Oversee the documentation and administration of contracts, ensuring that all financial and compliance obligations are met in accordance with agreed-upon terms.